14 of April, 2025

Registering a worker may seem like a straightforward task. However, it requires certain steps to follow to avoid errors. Therefore, it is normal for companies to encounter a few surprises when formalizing the process

To avoid problems while performing this task, in this Sesame HR post you can learn how to register a worker easily. Keep reading to discover much more about document management!

How to register a worker

Every entity contemplates this question at some point, especially when it’s the first time hiring an employee. Thus, after the entire search and selection process for the appropriate position, it’s necessary to consider how to register a worker?

To register a worker it is necessary to understand the phases that have been set out by the administration and the prerequisites. In this way, it will be easier to carry out.

Essential steps to register a worker

When registering a worker within a company, a series of guidelines must be followed. You should bear in mind that formalizing the process requires the future employee to demonstrate through documentation that they meet legal requirements, and you as a freelancer or legal representative do the same.

Similarly, in order to properly carry out the process, two prerequisites should have been carried out in advance, which will be outlined below:

Registration of the employer in Social Security

One of the prerequisites for a company to register a worker is to have a Social Security Account Code, which is obtained directly from the Treasury of the Social Security.

This number is used to identify the employer’s contractual obligations with the workers and gives him the capacity to hire. To obtain it, one must go to the General Treasury of Social Security with the completed model and necessary documents.

The employer is also obliged to report any change in the data of both the entity and the owner.

Affiliation of the worker to be hired

Everyone who starts their working activity must be included in the regime of the Social Security System. Therefore, when starting work for the first time, they must request the affiliation number.

To register an employee, it is essential to have an affiliation number. This stands out by:

Being for life.
Is mandatory in terms of rights and obligations.
Is unique and general for all types of system regimes.
Is a unique number for each person.

The body in charge of recognizing this condition is the General Treasury of Social Security, which can be carried out by request of the worker or employer.

The two previous steps must be carried out prior to the formalization of the process, after which it will begin and it will be time to register a worker.

Request for worker registration

The registration is the administrative act by which the General Treasury of Social Security recognizes that a person begins their activity in a company and includes it in a Social Security Regime. When registering a worker, it should be done based on the activity they perform, establishing the corresponding rights and obligations.

And remember, registering a worker is mandatory, as it allows to know the real situation of workers.

This registration application must be submitted before the beginning of the employment relationship with a notice of up to 60 natural days prior to the registration date and must include:

Name or corporate name of the employer requesting the registration.
Account Contribution Code of the employer.
Social Security regime.
Name, surname, and address of the employee.
NIF and Social Security number of the worker.
Start date of the activity.
Contribution group in which it is located.
Type of contract and workday coefficient if applicable.
Occupation (in certain cases provided for by law).
Agreement or collective agreements.

Variations in the worker’s conditions

In case of any changes, there is a period of 3 natural days to change them; specifically as it pertains to changes that affect any of the following work conditions:

Change in contract type, working day coefficient or contribution group.
Variation date.
Occupation.

Registration of the signed contract

Once the contract is formalized and after registering the worker in the system, the person’s data to be hired must be verified. Therefore, entities have 10 days to send a copy of the contract to SEPE. If not formalized in writing, the employer will have to state the situation to the administration.

Payment of contribution quotas

To finish registering a worker, you must pay the Social Security contributions. These will vary according to the salary the person receives, the hours they contribute, or the hours they work.

This contribution must be paid in the month following its accrual at any authorized entity as a Collection Office, deducting the contribution corresponding to the payment time.

Tips for registering several workers

On occasions, companies may need to register several workers at once. Some tips to do it are:

Prepare the documentation in advance, to ensure you have it before you start the process.
Organize the work so that you can register the workers efficiently and without errors. This can include creating a list of the workers that you are going to register, as well as the information you need from each one. HR management software like Sesame HR’s can be very helpful.
Use the appropriate and automated tools. Beyond the Electronic Office of the Social Security, which offers the telematic processing service for registrations, there are software like Sesame HR’s that will support your document management process.

Following these tips, you will be able to register a worker or several quickly and easily. Discover many more tips on our blog. What are you waiting for to visit it? We are your HR software of reference!

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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How to register a worker: fundamental steps